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Mary Beth Stein,Traverse City Area Public
Schools
Holly Strong, Jackson ISD
Introduction to Pupil Accounting I
2017
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Outline of Presentation
First let’s discuss a few things to get you started– Organization Techniques
– Communication Techniques
– Terminology
Then we will discuss the nuts & bolts of pupil accounting requirements – I know you’re excited!!
We will review the Michigan Records Retention Policy
Lastly, we will outline resources
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NOTICE!!!!!!!!!
Information provided in this slide presentation includes only information currently approved by the State Superintendent of Instruction and provided through the Michigan Department of Education as posted in the Michigan Pupil Accounting Manual.
Prior to any count day, be sure to consult the Pupil Accounting Manual for instructions and examplesfor calculating FTE and other reporting requirements.3
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What Did I Get Myself Into?
Get Organized
– Read the Pupil Accounting Manual (PAM)
– Read the Pupil Membership Auditing Manual (PMAM)
– Get to know your programs & contacts
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Pupil Accounting is aYear Round Process
Communicate with staff:
– Email Campaign
– Set up Meetings
– Provide Documentation
– Review, review, review!
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Pupil Accounting Terminology State Level
MPAAA‐Michigan Pupil Accounting and Attendance Association
State Hierarchy‐
MDE – Michigan Department of Education
ISD – Intermediate School District (aka RESA, ESA)
LEA – Local Educating Agency
PSA – Public School Academy
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FTE – Full Time Equivalency
UIC – Unique Identifier Code assigned to each student
Special Education‐
– IEP‐Individualized Educational Plan (for Special Education Students)
– IEPT‐Individualized Educational Planning Team
– IFSP‐Individualized Family Service Plan
General Education‐
– EDP‐Educational Development Plan7
Pupil Accounting Terminology Student Level
Pupil Accounting Terminology CEPI (Center for Educational Performance & Information)
EEM‐ Educating Entity Master‐ DS‐4168 – Report of Days and Clock Hours of Pupil Instruction (EEM)
MSDS – Michigan School Data System–DS‐4061 – Non‐Audited FTE Membership Report
–DS‐4120 – Audited FTE Membership Report
REP – Registry of Educational Personnel
SID – School Infrastructure Database (aka: Crime and Safety Report)
GAD – Graduation and Dropout
TSDL – Teacher Student Datalink–64b Dual Enrollment funding
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Pupil Accounting Terminology Miscellaneous
PAM‐Pupil Accounting Manual
PMAM‐Pupil Membership Auditing Manual
GED‐General Educational Development (test)
SIS‐Student Information System
TCLE‐Transition Community Living Experience
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Count Day
Count Day: Official day students are counted for membership in an LEA/PSA/ISD
Official Count (Fall) is the
– 1st Wednesday In October*
Supplemental Count (Spring) is the
– 2nd Wednesday in February*
2017‐2018:Fall: October 4, 2017*Supplemental: February 14, 2018**If deviate from this dates you must receive waiver from the State Superintendent
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Count Period
Count Period: The six weeks surrounding a count day
The week prior to count, count week, and the four weeks following count day.
For 2017‐18– Fall count
Week of September 25 through November 3, 2017*
– Supplemental Count Week of February 5 through week of March 16, 2018*
*May be adjusted due to changes in calendar.
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Full Time Equivalency (FTE)
FTE: The amount of time a student is in class using 1098 hours as the denominator.
Never greater than 1.00 FTECombination of General Ed FTE and Special Ed FTE
Any student receiving less than the required 1098 instructional hours‐FTE is less than 1.00 (exceptions apply)
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REQUIREMENTS
Nuts & Bolts….
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District Level Requirements
District/Building Calendar
Enrollment Policy
Attendance PolicyDistrict requirements
Graduation RequirementsDistrict requirements
List of Approved ClassesDistrict Board approved list of classes
Records RetentionState required14
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District /Building Calendar
Districts must have common calendar with ISD that identifies present year calendar plus the next four years
Must include the following:
– Beginning date (must be after Labor Day)
– Common winter break and spring break days
– Encouraged to identify common PD days
– Must request a waiver from the state superintendent to deviate from common calendar
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Days and Hours Requirements
Days and Hours Requirements
For 2017‐18: 180 days AND 1098 hours*
*Unless a collective bargaining agreement was in effect on June 24, 2014
Does not apply to some Special Ed. programs!
A Day =75% of students scheduled to attend are present
– (Calculated at the district level)16
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Days and Hours Requirements
EXCEPTIONS:– May obtain a waiver for some Alternate Ed programs
– Forgiven Days/Hours = 6 days or corresponding hours for events outside the control of the district (Severe storms, fires, health conditions, and infrastructure
issues )
– An additional 3 days or corresponding hours with waiver approved by State Superintendent
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Student Records (CA60)
– District Policy
– Transfer of Records: Must request records within 14 days of enrollment
Must forward records within 30 days of receipt of a request
NOTE:Cannot withhold records for payment of fines, damages, returnof books, etc.
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What is a Pupil?
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A Pupil is…..
Pupil was enrolled on or before count day
Pupil meets age requirements
Pupil meets residency requirements
Resident ‐ automatic
Non Resident‐ some types may require documentation
Student is scheduled and appears on teacher attendance record
Elementary‐ by classroom teacher
Secondary‐ individual schedule
Pupil was present on count day or if absent returned within the 10/30 day rule
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What do you need to enroll a student
Enrollment Form (district specific)
SEE a certified birth certificate of the student
Immunizations
Proof of residency21
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Enrollment Forms
Enrollment Forms may include– Legal Name, Birth Date & Address– District of residence– Grade– Information about last enrollment– Parent/Guardian name & address (if<18)– Signature of Parent/Guardian– Date of enrollment– Racial/Ethnic Survey – Home Language Survey – Current living status– Special Education status & documentation22
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CERTIFIED Birth Certificate? Really?
Michigan Missing Children’s Act (MCL 380.1135)– Pupils enrolling from OUTSIDE your district must provide:
Certified copy of the birth certificate or
Other reliable proof + birth affidavit
Parent’s failure to comply with above (PA Manual 1‐ 6):Notify person in writing of the 30 days as a warning to comply
After 30 days, “districts shall notify the local law enforcement agency”
A district should never expel or deny enrollment of a pupil because the parent did not produce a birth certificate. There are alternatives!
Students experiencing homelessness is an exception.
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Immunizations
Must meet state mandated age required immunizations or be provisional
May accept waivers
– Issued by physician or county health dept
Info must be entered in MICR (state website) and must meet participation guidelines
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Immunizations (cont)
Funding implications if you do not meet guidelines
– As a DISTRICT you must be
– 90% compliant by November 1
– 95% compliant by February 1
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Age Requirements
To count a pupil in membership:
5 years on or before September 1Parent may request a waiver if pupil’s birthday is on or before December 1
Less than 20 yrs old as of September 1 or
Less than 22 yrs old as of September 1 & had dropped out of school, & is enrolled in a PSA or alternative high school diploma program that is primarily focused on students with extreme barriers to education (i.e.homeless)
SE services student must be 26 yrs old by September 1 AND have not earned a diploma. A special education certificate of completion is not a high school diploma.26
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Resident Pupils
Defined as the district in which the pupils Parent(s)/Guardian(s) reside
Parents in separate districts – student considered a resident in both districts (dual residency)
Pupil (without parents) lives with relative to secure a suitable home (notarized affidavit)
Pupil is 18 or an emancipated minor and resides within the district
Pupil resides in licensed home placed by court order (foster care)
Foreign students (F1 or J1 Visa)
Homeless
Incarcerated Pupils
Child of military parent while parent is assigned to active duty
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Non Resident Pupils (Release Not Required)
Non Public Part‐Time Pupils
Part‐Time Pupils
Pupil enrolled in a PSA or Education Achievement System
ISD Schools of Choice
Section 105 and 105c Schools of Choice Pupils
A Victim of Criminal Sexual Assault or Serious Assault
Pupil Moved out of the District since the Fall Count Day
Alternate Education Program Pupils
Pupils enrolled in the MI Virtual High School
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Non Resident Pupils (Release Not Required)
Child of an Employee (while employed)
Pupils Expelled from other Districts
Pupils enrolled in Middle College Program
Pupils in Olympic Training
Pupils placed in Foster Care
Resident District failed to meet AYP
Cooperative Education Programs
Pupils Educated by the ISD
Pupils educated at the MI Schools for the Deaf & Blind
Special Education Center Program29
Let’s Start Counting!
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Student Populations
What’s a Pupil Accounting “Population”?– Population I:
Conventional pupils present on count day and eligible for full FTE
– Population II: Conventional pupils absent (all or part) during count day
– Population III: Non Conventional pupils as stated in sections 5‐6 of the PAM
Heaviest source of documentation
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Population I
Conventional Pupils present on count day and eligible for full FTE
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Population I
Pupils Considered Population I– Present and in attendance in all periods on count day & receives 1.0 FTE
– Are NOT receiving “non‐conventional” educational program instruction
– (Hopefully) Most of your pupils fall into this category!
Required typical documentation
– Enrollment records (form, residency etc.)
– Pupil appears on signed attendance report
– Have a schedule 33
Population II
Conventional pupils absent for any part of Count Day
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Absence on Count Day
Unexcused– Has 10 SCHOOL days to return
Excused– Has 30 CALENDAR days to return
Tardy– Counted
Suspended– Has 45 CALENDAR days to return
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Absent on Count Day?But wait…. You can still count them!
Return dates to the period(s) absent on Count Day
Fall Supplemental
Unexcused 10‐18‐17* 2‐28‐18*
Excused 11‐3‐17 3‐16‐18
Suspended/Expelled 11‐18‐17 3‐31‐18
*May be adjusted due to changes in calendar
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Recapping….
Pupils Considered Population II
– Conventional pupils absent for all or part of count day
Required documentation by pupil:
– Date (count date) and period(s) of absence(s)
– Whether absence(s) is excused or unexcused (w/documentation)
– Date of return for each period absent with documentation (teacher record showing return)
– FTE claimed (full or pro‐rated)
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Population III
Nonconventional pupils
– Eligible for count, absent or present on count day, Resident/Non‐resident, receiving instruction on count day in a non‐conventional program
– May be counted in more than one category within Population III
– Requires heaviest source of documentation
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Population 3 Non‐Conventional Students
– Alternative Education – 5A– Cooperative Education – 5B– Home‐based Instruction – 5C – Homebound/Hospitalized – 5D– Non‐Public Part‐Time and Home Schooled – 5E– Part Time – 5F– Post Secondary/Dual Enrollment/Career & Technical Preparation– 5GA
– Early Middle College – 5GB
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Population 3 Non‐Conventional Students
– Reduced Schedule – 5H IEP Reduced Schedule
– Non‐Residents (SOC– 105 & 105C)‐ 5I– ISD SOC or Former 91 or 91a‐ 5J– Special Education Early Childhood – 5K– Special Education Transition – 5L– Split ‐Schedule – 5M– Suspended and Expelled – 5N
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Population 3 Non‐Conventional Students
– Virtual Learning, Distance Learning, Independent Study, STW, Independent Study, Cyberschools – currently 5‐0s
– Work‐based Education – 5P– Section 23a Dropout Recovery Program‐5QA– Experiential Learning Courses –6A– Peer to Peer Elective Course Credit Program (previous Links Program)– 6B
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RESOURCES
When you need Help – do not hesitate to ask!– PAM
– PMAM
– Your ISD Auditor
– Your district / building administrators
– The MPAAA– www.mpaaa.org
– Michigan Dept. of Education – www.michigan.gov/mde
– Michigan Legislature – www.legislature.mi.gov
– CEPI‐ www.michigan.gov/cepi
– CEPI listserv–[email protected]
– Birth Certificate (if born in MI– May require a fee)
http://www.vitalchek.com/michigan‐express‐vital‐records.aspx42
